Industrial Sales

And
Manufacturing Company

HUMAN RESOURCE POLICY

&
Employee Hand Book

Prepared by
Peoplezone Consultants Pvt.Ltd
E-6,Siddarth Nagar,
Malviya Nagar
Jaipur-302017
0141-2724470
Table of Contents

1. Foreword
2. Introduction
3. Our Philosophy & Values
4. Customer relations
5. Work Practice
6. Professional Conduct
7. The Employment
8. Business Ethics & Conduct
9. Employment Status & Records
10. Health & Safety Policy
11. Disciplinary Rules & Procedures

HR Policies & Procedures

1. Joining Procedure
2. Performance Appraisal System
3. Leave Policy
4. Separation/Termination
5. Salary And Compensation
1. FOREWORD

This policy manual provides information on a wide range of subjects related to your
employment with the company.

The policy is designed to help you settle into the Company, and quickly familiarize
yourself with the organization by acquainting you about our background, our aims
and objectives, facilities and amenities, employment policies, terms and conditions,
code of conduct, development and training, health and safety and security and
confidentiality.

We hope that you will read the policy in its entirety, but the table of contents, which
follows, will help you to find quickly those subjects in which you are particularly
interested.

This policy is designed to answer many of the general questions you may have
about working for the Company, but the terms of your contract are as contained in
your letter of Offer of Employment and Statement of Terms and Conditions of your
employment.

We wish you a productive and rewarding association with the Organization.

Director
2. INTRODUCTION

Our Vision is to be the number 1 pump distributors and provide complete pumping
solution to our customers.
ISMC is into marketing of pumps. We are the distributors of leading brands of
pumps in the world, like Grundfos. We are also the distributors of Weir Minerals Ltd.
which is the leading slurry pump manufacturing company of the world.

We are distributors of Crompton A.C. drives (Operate in entire Rajasthan)

We rely on the talent and enthusiasm of all our employees in establishing a

competitive advantage and building a successful organization.

As a part of family, every one of us must strive to achieve the goals of the
organization within the framework that has been provided. Thus, this HR policy is
not just a compilation of information on policies and processes but is a reminder of
our responsibilities in ensuring effective implementation of the same.

The information in this manual may need to be amended from time to time. You will
be notified of any changes and we recommend updating your copy as this happens.

If there is a conflict between your contract of employment and this manual, the
terms of your contract of employment will prevail.

Please do not hesitate to talk to us if you have any questions regarding any matters
relating to our company.
3. OUR PHILOSOPHY & VALUES

We are committed to a set of corporate values based on our philosophy of equal

opportunity, fair treatment, creation of conducive climate of motivation and
performance, recognition and reward and open-door communication which
facilitates meaningful exchange of ideas.

A person who takes pride in his/her work is capable of putting in a much bigger
effort to produce the best he/she is capable of. To develop the pride in one’s own
work, the organization shall strive to create as much motivational climate as is
expected. Every aspect of creativity shall be encouraged and in furtherance of this,
calculated risk-taking shall be promoted at all times.

As a corporate philosophy, we shall endeavor to attract, develop and retain the best
talent available and have the right person for the right job.

In brief, we shall constantly strive to make the work place endowed with a positive
work-culture.
4. CUSTOMER RELATIONS

Customers are our organization’s most valuable assets. Every employee represents
ISMC to our customer and the public. The way we do our jobs, presents an image
of our entire organization. Customers judge all of us by how they are treated with
each employee contact. Therefore, one of our first business priorities is to assist
any customer or potential customers. Nothing is more important than being
courteous, friendly, helpful, and prompt in the attention you give to the customers.

We provide customer relations and service training to all employees with extensive
customer contact. Customers who wish to lodge specific comments or complaints
should be directed to The Managing Director for appropriate action.

Our personal contact with the public, our etiquettes on telephone, and the
communications we send to customers are a reflection not only of ourselves, but
also of the professionalism of ISMC. Positive customer relations not only enhance
the public’s perception and image of our company, but also pay off in greater
customer loyalty and increased Sales and Profit.
5. WORK PRACTICES

1) Working Hours & Attendance

i. The Company will have a 6-day working, with an interval of 45 minutes for
lunch from 1.30-2.15 pm; working would commence from 10 am and close
at 7 pm.
ii. It is mandatory for each employee to sign in the attendance register from
the day of joining. Every Employee is required to sign the attendance
register daily upon his/her arrival and departure from office.
iii. Employees are required to sign up their attendance by 10.00 a.m. However
there will be grace period of 15 minutes. If any employee comes after
10.15 AM (which is the maximum grace period of 15 minutes) red mark will
be put in front of his/her name. Every 3 such late mark in a month will lead
to deduction of a half-day leave.
iv. Employees with different time schedules will also have the same policy.
v. Employees engaged in extended shifts and travel, as certified by the
immediate supervisor may be allowed suitable grace for coming late the
next morning. The supervisor / department head’s written authorization
regarding these, needs to be given to the HR department.
vi. In case any employee has to move out of the office for any reason except
during lunch hours, he is required to get prior approval from his/her
immediate manager.
vii. The attendance will be monitored regularly by the Time & office.
viii. The record of number and duration of ‘time-in & time-out’ during office
hours will also be maintained.

2) Half-day
Time Half-day Leave
st
1 Half-10 am-
Reaching office at/ after 11:30 am
1.30 pm
2nd Half 2.15 pm- Leaving office at/ after 2:30 pm to
i. 7pm 5:30 pm Early
going by
1 hr without leave count, is allowed only twice a month.
ii. Late coming by 15 min for 3 days in a week, will lead to deduction of a
half-day leave.
iii. Employees with different time schedules will also have the same policy.

* Timings are subject to change at the discretion of management and as

per the Job Profile & Position.
6. PROFESSIONAL CONDUCT

The Company maintains a pleasant, congenial and safe working environment. In

order to accomplish this objective and to protect individual employees, well-defined
policies, procedures and guidelines are in place. These are not exhaustive, as it
would be impossible to develop rules covering every possible situation. You are
expected to adhere to accepted standards of conduct and courtesy. Violation of
these standards may result in disciplinary action even leading to dismissal.

1) Personal Appearance: An employee is expected to maintain a smart

appearance at all time during his/her hours of work and to follow any rule of
Company relating to appearance. All the employees are expected to wear clean
and presentable clothes. The office environment reflects the Company’s way of
working and employees are expected to maintain a professional standard.

2) Visitors’ Policy: All employees need to ensure that any visitor coming to meet
them takes prior permission as far as possible. The employee needs to intimate
the same to the Security and the Reception. On the arrival of the visitor,
Security would inform the concerned person who can either receive the visitor
himself or direct the guest to the visitor’s area. After the visit the visitor should
be escorted to the reception. However, if a visitor comes uninformed, he will be
checked at the reception with the concerned person for whom the visitor has
come. If the person declines to accept or to receive the guest, the visitor would
be sent back. If the visitor is accepted then the above-mentioned procedure will
be followed.

3) Code of conduct (with outsiders): All the visitors to the premises must be
met and the discussions held in the common reception/discussion area. An
employee is not expected to:
i. Discuss his/her company related activities with an outsider.
ii. Give out customer information.
iii. Comment on issues that are a subject matter in the court of law.
iv. Discuss financial projections of the company.
v. Discuss plans, programs, products or operations of the company.

If anyone is found to be transgressing this, he/she shall be liable for suitable

disciplinary action including termination from the services & organization reserves
the right to prosecute the employee concerned or recover the damage incurred
thereof. The following guidelines are intended to assist on the dos and don’ts while
dealing with the visitors who visit the Company.

In case any visitor /govt. official in or around the premises, gets in touch with you
and asks you for particulars or wants to hand over any document in the name of
the company, please inform them to get in touch with immediate Supervisor.

The above points are only guidelines on how to interact with govt. officials and the
same do not constitute any official direction given by the company.
7. THE EMPLOYMENT
1) Employee Relations: ISMC believes that work conditions, wages, and
benefits it offers to its employees are competitive with those offered by other
employers in this industry. If employees have concerns about work
conditions or compensation, they can raise their concerns to their seniors.
Our experience has shown that if employees deal openly and directly with
their seniors, the work environment can be excellent, communications can be
clear, and attitudes can be positive.
We believe that ISMC amply demonstrates its commitment to employees by
responding effectively to employee concerns.
In an effort to protect and maintain direct employer/employee
communications, we will do anything we can to protect the right of
employees to speak for them.

2) Equal Opportunity Policy:

Policy Statement The Company is committed to equal opportunities for all.

The company values the individual contribution of all staff. All job applicants
and staff will receive equal treatment regardless of gender, marital status,
disability, race, color, religion, age, nationality or ethnic origin.

What does this mean in practice?

The Company’s aim is that its staff should be recruited, selected, trained and
promoted on objective grounds, i.e. on the basis of their ability, skills and
aptitudes and on the basis of the requirement of their jobs.
Who is responsible for ensuring that the policy is implemented?
Each one of us is responsible for ensuring that our behavior is not
discriminatory and that we follow the Company’s Equal Opportunities Policy
and play our part in achieving its objectives. The Company’s management
takes overall responsibility for implementation of the policy and will ensure
that the staffs that feel that they have not been treated in accordance with
the policy have appropriate means of redress.

What is discrimination?
There are several types of discrimination.
 Direct discrimination is where a person is treated differently by reason
of his/her race, sex, marital status, disability etc.
 Indirect discrimination is not quite so obvious. Indirect discrimination
takes place where a condition or requirement is imposed which an
individual cannot comply with and where the condition/requirement is
such that fewer persons in certain groups (by race or sex) can comply
with it and the condition/requirement cannot be shown to be
justifiable.
 A final form of discrimination is victimization. Victimization occurs
where a person is treated less favorably because he/she has started
proceedings, given evidence or complained about the behavior of
someone who has been harassing them or discriminating against
them.
 What should one do if one feels that one is being discriminated
against?
One has a right not to be discriminated against in any way. If one is being
discriminated against the following action is suggested:
 If it is practical one should make it clear to the person who is
discriminating that their behavior is unacceptable and ask them to
cease their discriminatory behavior. It is understood, however, that in
many cases this may not be practical.
 If the problem continues despite one having made it clear that the
person’s conduct is unacceptable, (or if one feels that one cannot
speak to them directly) one should ask one’s immediate supervisor to
investigate and resolve the matter. If one cannot speak to one’s
immediate supervisor about the problem (perhaps because they are
the problem) then one should either speak to their.

What action will the Company take?

 The Company will take the necessary steps to investigate the
complaint. They will see whether this is the type of situation, which
can be resolved informally. If not, they will probably conduct
investigatory interviews with both the employee and the person who is
discriminating and also anyone else that is able to throw further light
on the complaint.
 Both the employee and the person against whom the complaint is
made will have the right to be accompanied (by a friend or colleague);
the person against whom the complaint is made will be given full
details of the nature of the complaint and the opportunity to respond;
and strict confidentiality will be maintained throughout any
investigation into an allegation. Where it is necessary to interview
other people, the importance of confidentiality will be emphasized.
 If, after investigating the complaint, the Company agrees that there
are reasonable grounds to uphold the complaint then disciplinary
action will be taken against the person against whom the complaint is
made under the Company’s usual disciplinary procedures.
 The Company wishes all staff to realize that discrimination is a very
serious offence and will be treated as gross misconduct under the
company’s disciplinary procedure. An incident of discrimination is
therefore likely to lead to dismissal; In addition, victimization of a
complainant is also gross misconduct and will also lead to severe
disciplinary action including dismissal.

What should one do if one feels that one has been unfairly accused?
One should use the company’s grievance procedure.

8. BUSINESS ETHICS AND CONDUCT

The successful business operation and reputation of ISMC is built upon the
principles of fair dealing and ethical conduct of our employees. Our reputation for
the integrity and excellence requires careful observance of the spirit and letter of all
applicable laws and regulations, as well as scrupulous regards for the highest
standards of conduct and personal integrity.

The continued success of ISMC is dependent upon our customers’ trust and we are
dedicated to preserve that trust. Employees owe a duty to ISMC, its customers, to
act in a way that will merit the continued trust and confidence of the Public.

ISMC will comply with all applicable laws and regulations and expects its Directors,
Managers, Executives, Engineers, and associated staff members to conduct
business in accordance with the letter, spirit and intent of all relevant laws and to
refrain from any illegal, dishonest, or unethical conduct.

In general, the use of good judgment, based on high ethical principles, will guide
you with respect to lines of acceptable conduct. If a situation arises where it is
difficult to determine the proper course of action, then the matter should be
discussed openly with the head of the department and, if necessary, with the
Director, for advice and consultation.

Compliance with this policy of business ethics and conduct is the responsibility of
every ISMC employee & associated members.

Disregarding or failing to comply with this standard of business ethics and conduct
could lead to disciplinary action, up to and including possible termination of
employment.

1) Conflicts of Interest: Employees have an obligation to conduct business

with in time line that prohibit to actual or potential conflicts of interest. This
policy establishes only the frame work with in which ISMC wishes business to
operate. The purpose of these guidelines is to provide general direction so
that employees seek further clarification on issue related to the subject of
acceptable standards of operation.

Transaction with other firms must be conducted with in the framework

established and controlled by Director of ISMC. Business dealings with
outside firms should not result in unusual gains for those firms. Unusual gain
refers to bribes; product bonuses, special fringe benefits, unusual price
breaks, and other windfalls design ultimately benefit the employer, the
employee, or both. Promotional plans that could be interpreted to involve
unusual gain require specific Director’s approval.

An actual or potential conflict of interest occurs when an employee is in a

position to influence a decision that may result in a personal gain for that
employee or any person connected to him.
 No “presumption of guilt” is created by the mere existence of a relationship
with outside firms. However, if employees have any influence or transactions
involving purchases, contracts, or leases, it is imperative that they disclose
to the Director of ISMC as soon as possible the existence of any actual or
potential conflict of interest so that safeguards can be established to protect
all parties.

Personal gain may result not only incases where an employee or relative has
a significant receives any kick back, bribe, substantial gift, or special
consideration as a result of any transaction or business dealings involving
ISMC.

2) Other Employment: Employee can not hold any type of other employment
as long as they are associated with ISMC or an employee of ISMC. Employee
shall not receive any income or material gain form individuals outside ISMC
for material produced or services rendered while performing their jobs.

3) Disclosure Agreement: The protection of confidential business information

and trade secrets is vital to the interests and the success of ISMC. Such
confidential information includes but is not limited to, the following
examples:
i. Compensation data
ii. Pending projects and proposal
iii. Marketing strategies
iv. Financial information
v. New market research

All employees and associated members are required to sign a nondisclosure

agreement as pre condition of employment. Employees or associated
members who improperly use or disclose trade secrets or confidential
business information will be subject to disciplinary action, up to and including
termination of employment and legal action, even if they do not actually
benefit from the disclosed information.

9. EMPLOYMENT STATUS AND RECORDS

1) Employment Categories: It is the intent of ISMC to clarify the employment
classification so the employee understand their employment status and
benefit eligibility.

REGULAR FULL TIME employees are those who are not in a temporarily or
probation status and who are regularly scheduled to work full time schedule.
Generally they are eligible for ISMC benefits package subject to term,
conditions and limitations of each benefits program.

PROBATIONARIES are those whose performance is being evaluated to

determine whether further employment in a specific position or with ISMC is
appropriate. Employees who satisfactorily completed the probation period will
be notified of their new employment classification.

2) Access to Personal Files: ISMC maintains a personal file of each employee.

The personal file includes such information as the employee’s job application,
resume, record of training, documentation of performance appraisal and
salary increases, and other employment record. Personal files are the
property of ISMC, and access to the information they contain is restricted.

3) Personal Data Change: It is the responsibility of each employee to

promptly notify ISMC of any changes in personal data. Personal mailing
addresses, telephone numbers, numbers and name of the dependents,
individuals to be contacted in the event of emergency, educational
accomplishments, and other such status reports should be accurate and
current at all times. If any personal data has changed, notify the immediate
manager.

4) Probation Period: The probation period is intended to give new employees

the opportunity to demonstrate their ability to achieve a satisfactory level of
performance and to determine whether the new position meets their
expectation. ISMC uses this period to evaluate employee’s capability, work
habits, and overall performance.

All new and hired employees work on a probation basis for six month after
their date of joining. Any significant absence will automatically extend the
probation period by the length of absence. If ISMC determine that designated
probation period is does not allow sufficient time to thoroughly evaluate the
employee’s performance, the probation period may be extended for a
specified period.

Upon satisfactory completion of the probation period, employees enter the

“regular” employment classification.

During the probation period, new employees are not eligible for any company
benefits program. After becoming regular employees, they may also be
eligible for ISMC provided benefits, subject to terms and conditions of each
 benefits program. Employees should read the information for each specific
benefits program for the details on eligibility requirements.

5) Employment Applications: ISMC relies upon the accuracy of information

contained in the employment application, as well as the accuracy of other
data presented through out the hiring process and employment, any
misrepresentation, falsification, or material omissions in any of this
information or data may result in the exclusion of the individual from further
consideration for employment or, if the person has been hired, termination of
employment.

10. HEALTH AND SAFETY POLICY/PROCEDURES

The company will take all reasonably practicable steps to ensure your health, safety
and welfare at work. The company’s health and safety policy is as follows:

1) The Company as far as is reasonably practicable will provide and maintain

premises and systems of work, which do not involve risk to your health.

2) The Company will as far as is reasonably practicable ensure the provision and
maintenance of a working environment which is without risk to your health
and which is satisfactory as regards to facilities and arrangements for our
welfare.

3) Every information, instruction, training and supervision will be given as is

reasonably practicable and necessary to safeguard your health at work.

4) The Company will ensure, as far as is reasonably practicable, that all

provided equipments are safe.

5) The Company will provide adequate information, instruction, training and

supervision in the use of equipments in order to ensure your safety.

6) Adequate information, instruction and training will be given for the

evacuation of the Company’s premises in the event of fire or other
emergency.

The Company practicably draws your attention to your legal duty while at
work to take care of your own health and safety and that of your colleagues.
(You must familiarize yourself with the company’s health and safety policy
and its safety and fire rules.)

7) Smoking: Smoking is not allowed in the Company’s premises.

8) Substance Abuse & Other Dependencies: Appearing for work under the
influence of alcohol, non-prescribed drugs or controlled substances violates
the Company policy. Any employee found to be violating this policy would be
subject to the disciplinary procedure including dismissal. The possession, use
or sale of drugs on the Company sites is deemed to be gross misconduct
resulting into the dismissal of the employee.

11. DISCIPLINARY RULES AND PROCEDURES

1) Introduction:
I. The rules set standards of performance and behavior whilst the
procedures are designed to help promote fairness and order in the
treatment of individuals. It is our aim that the rules and procedures
must emphasize and encourage improvement in the conduct of
individuals, where they are failing to meet the required standard, and
not as a means of punishment.
II. Every effort will be made to ensure that any action taken under this
procedure is fair, with you being given the opportunity to state your
case and appeal against any decision that you consider to be unjust.

The following rules and procedures will help to ensure that:

 You are fully aware of the standards of performance, action and
behavior required of you
 Disciplinary action, where necessary, will be taken speedily and in a
fair, uniform and consistent manner
 Any action will only be taken after careful investigation of the facts and
the opportunity to present your side of the case. On some occasions
temporary suspension may be necessary in order that an
uninterrupted investigation can take place; but this should not be
regarded as disciplinary action or a penalty of any kind.
 Other than for an “off the record” informal reprimand, you have the
right to be accompanied by a fellow employee, who may act as a
witness or speak on your behalf, at all stages of the formal disciplinary
process.
 You will not normally be dismissed for a first breach of discipline,
except in the case of gross misconduct.
 If you are subject to the disciplinary process, you will receive an
explanation of the penalty imposed and you will have the right to
appeal against the finding and the penalty.

2) Rules governing gross misconduct : Those resulting in a serious breach of

contractual terms and will include:
I. Theft, fraud and deliberate falsification of records;
II. Physical violence;
III. Serious bullying or harassment;
IV. Deliberate damage to property;
V. Serious insubordination;
VI. Misuse of an organization’s property or name;
VII. Conduct unbecoming of the employee or which brings the employer
into serious disrepute.
VIII. Serious incapability whilst on duty brought on by alcohol or illegal
drugs;
IX. Serious negligence which causes or might cause unacceptable loss,
damage or injury;
X. Serious infringement of health and safety rules;
XI. Serious breach of confidence
 3) Formal Disciplinary Procedure: Depending on the outcome of the
procedure some form of disciplinary action may be taken as follows:
I. Oral Warning –In the case of minor infringements the employee will be
given formal oral warning. Employees will be advised of the reason for
the warning, that it constitutes the first step of the disciplinary
procedure and of their right of appeal.
II. Written Warning – If the infringement is regarded as more serious the
employee will be given a formal written warning giving details of the
complaint, the improvement or change in behavior required, the
timescale allowed for this and the right of appeal. This warning will
also inform the employee that a final written warning may be
considered if there is no sustained satisfactory improvement or
change.
III. Final Written Warning – Where there is a failure to improve or change
the behavior during the currency of prior warning, or where the
infringement is sufficiently serious, the employee will normally be
given a final written warning.
IV. Dismissal or Other Disciplinary Activity – If the employee’s conduct or
performance still fails to improve, the final step will be dismissal. If,
after a final written warning, there is no improvement or a further
offence is committed an employee may be dismissed, suspended,
transferred or be subject to any other appropriate action within the
framework of local laws, determined by the line manager or, whoever
appropriate, by the Departmental Manager in consultation with
Managing Director. Dismissal must be confirmed in writing
immediately and will include the required period of notice. Dismissal
without notice will only occur under the circumstances that wrong
information has been furnished by the employee, has divulged any
sensitive business information to an unauthorized person or he/she
has broken any law or has committed a criminal offence under the
local law or has violated the norms of integrity or if his/her
continuance in the premises is harmful to the normal activities of the
company.

HR Policies & Procedures

1. JOINING PROCEDURE

1) Kit
On the day of joining, the associate should be given Joining Kit, comprising
of:
 Diary & Pen
 Joining forms
 Company Brochure
 Welcome letter from MD

2) Documentation
All the associates will have a Personal File being made for company records.
The documents filed would be:
 4 Passport size photographs
 Educational Certificates
 Previous Employer’s Experience Letter/Relieving Letter
 Salary slip of previous employer
 Identity Proof-PAN Card/ Voter ID/ Driving License/ Passport
 Address Proof-Passport/ Ration Card/ Government Bills/ Driving License

The Letter of Appointment should be issued within 7 days of the date of joining. The
acceptance for the same should be taken on the photocopy of the letter.

All the forms and letters relating to the Employment Policy should be filed in the
employee’s Personal file and this file should be completed within 15 days’ of joining.

3) Employee Records
Any change in the employee records provided in the company should be updated
as and when it happens. Discrepancy at the time of need will be taken as
employee’s negligence and carelessness.

4) Induction & Orientation

An induction & orientation Schedule will be prepared and given to the
incumbent.
Induction will be taken by an HR representative. It will comprise of Facility
Tour, Introduction to all, Introduction to the Company, Brief about the HR Policies &
functioning. A copy of policy Manual will be given and undertaking for the
understanding of the same will be taken.
Orientation will be taken by various departmental representatives. It will
comprise of introduction to departmental functioning, their roles and significance.

The schedule has to be completed within 7 days of joining.

2. Probation & Confirmation

The associate will be on probation for a period for 6 months. On completion of
probation, the associate will undergo a Probation Assessment by the Reporting
Manager.

If the extension of probation is not given in written, this will be implied that the
associate has been confirmed as an employee.

3. Place of Posting/ Transfer

Services of the associates can be transferred from one job to another, one
department to another, one location to another or one holding company to its
subsidiary, associate company or sister concern in India or outside with presently in
operations or in set up for future. In this case his designation can be changed,
saving his emoluments.

2. PERFORMANCE APPRAISAL SYSTEM

Objective: The key objective of Performance Appraisal System is to judge the

performance of an employee against the set targets. It is an opportunity to assess
the performance of an employee with a view to reward him/her, as also to set a
corrective mechanism to understand the support required and developmental needs
the employee has to reach the targets.

As a way of monitoring performance and assisting an employee in his job, the

Company uses an appraisal system. It is based on yearly appraisal interviews with
one’s line manager to discuss how one has performed against the set objectives
and key functional skills that one needs to do one’s job.

Additionally it will enable the employee to agree to future objectives and develop a
personal development plan detailing any training that the employee will need to
help achieve his/her objectives and improve performance.

All staff member except trainees and Consultants shall be covered under the
Performance Appraisal System. Based on the Performance Appraisal, Increments &
Promotions shall be decided. Performance shall be the only criteria to grow in the
hierarchy.

1) Objective
 To provide timely feedback and guide employees for their improvement
 To evaluate the staff members against pre-decided and agreed upon targets
of performance and to create strong base for future growth and
achievements.
 To strengthen strengths and weaken the weaknesses of the individual for
better performance and all round development of the individuals.
 To develop career plans for individuals and based on these decide training
needs as per company’s long term and short term goals.
  To develop the system of Rewards & Recognition based on target
achievement, potential growth, future progression, etc.

2) Process
 The period of Performance Review will be from 1st Jan to 31st Dec
 The performance assessment will be done on the basis of the criteria set and
ascertained in the Employee Performance Appraisal Format
 Each employee shall be assessed by his immediate superior after his
completion of his own ratings.
 The Appraisal Format shall be then reviewed by the Department Head to
record necessary comments and recommendations.
 The output of the Performance Appraisal shall be used in Rewards &
Recognitions, Increments & Promotions.

3) Increment & Promotion

 Increments & Promotions will be strictly based on the Performance Appraisal
 These will be effective from the succeeding financial year
 The intimation of the same will be given in writing
 No increment can be claimed by any individual as a matter of right

Any exception to the above will be at the discretion of the management.

3. LEAVE POLICY

Objective: The leave policy sets out the various types of leaves that an employee
is eligible for and outlines the procedure for taking leave.
a. Operative authority: Head of department

b. Operating process:
I. The policy is applicable for all permanent employees.
II. This policy is not applicable to consultants engaged with the
company for short projects or short tenures.
III. Employees who are on Probation are not covered under this policy.
IV. In the event of an employee leaving the service of the organization
by the way of resignation or attaining the age of retirement or
otherwise, except as a result of disciplinary proceedings, he/she shall
not avail privileged leave during the notice period that the employee
needs to serve, in case of a resignation
V. Minimum of 8 days leave per year by each employee is intended.
VI. Every employee is entitled to 21 days leave in a year.
VII. Privileged leave is calculated for a period of one financial year
VIII. Any privileged leaves which are not utilized at the end of a financial
year by any employee, then the same shall be en-cashed at the time
of full and final settlement. Only 13 leaves out of the annual
privileged leaves can be en-cashed, as employees are expected to
take 8 leaves annually for personal recreation
 IX. Sunday is a mandatory holiday. For Sunday working, a prior
written approval from the concerned Director has to be submitted
to HR. Working on Sunday will be payable on one day’s Basic
salary.
X. If Sunday is between the leaves/holidays, it will not be counted as
a leave.
XI. All leave will be sanctioned by the departmental head and sent to
the HR department for records.
XII. Employees are expected to inform their respective Head of the
Department and/or HR department prior to going on leave. If due to
any reason the employee has availed an emergency leave then the
employee has to report his absence on work within one hour of office
work time commencing.
XIII. Any leaves over and above 21 days leave would be unpaid leave
XIV. Any new employee who completes six months of probation and two
months of continuous working would be entitled to 10 days leave on
pro rata basis
XV. Every employee whether on probation or permanent basis would be
eligible for 8 holidays every year short listed by the company. These
holidays can be modified or altered as and when the management
and the HR department feel the need for the same.
XVI. Any employee who remains absent from the work or avails an
uninformed leave from Saturday to Monday then under such
circumstance the employee will lose salary of not only Saturday and
Monday but also of Sunday.
XVII. The employees will lose salary for all and any uninformed leaves
even if the employee has privileged leave to avail. The rule is
subjected to relaxation depending upon circumstance and also on the
recommendation of the Head of the Department.
XVIII. Any employee who wishes to avail a leave for more than 7 days,
then the employee should take prior approvals from concerned Head
of the Department and also to HR at least 10 days in advance.

c. Maternity Leave

i. All female employees who have completed 160 days of continuous

employment in the company are eligible for maternity benefit for a
period of three months. For the purpose of calculating the days on
which a woman has actually worked in the establishment, the days
for which she has been laid off during the period of twelve months
immediately preceding the date of her expected delivery shall be
taken into account.
ii. Subject to the provisions of Maternity Act, every woman shall be
entitled to, and her employer shall be liable for, the payment of
maternity benefit at the rate of the average daily wage for the period
of her actual absence immediately preceding and including the day of
her delivery and for the six weeks immediately following that day.
Explanation - The average daily wage means the average of the
 woman's wages payable to her for the days on which she has worked
during the period of three calendar months immediately preceding
the date from which she absents herself on account of maternity, or
one rupee a day, which ever is higher.
iii. All female employees who are not covered under ESIC act avails a
maternity leave, and has been relocated in the interest of the
company, to the location of convenience of company, then under
such circumstance the company would be liable to pay both basic
salary and then house rent accommodation cost as mentioned in
appointment letter.
iv. Female employees are liable for availing paid leaves allocated by the
company over and above three months leave consumed by the
female employees on the ground of maternity.
v. The maximum period for which any woman shall be entitled to
maternity benefit shall be twelve weeks, that is to say, six weeks up
to and including the day of her delivery and six weeks immediately
following that day: Provided that where a woman dies during these
periods, the maternity benefit shall be payable only for the days up
to and including the day of her death:
Provided further that where a woman, having been delivered of a child, dies
during her delivery or during the period of six weeks immediately
following the date of her delivery, leaving behind in either case the
child, the employer shall be liable for the maternity benefit for the
entire period of six weeks immediately following that day of her
delivery but if the child also dies during the said period, then, for the
days up to and including the day of the death of the child
vi. Female employees are liable to claim all privileges and benefits
provided by the company only for a period of three months applied
for, with the company as maternity leave.
vii. Female employees can avail the maternity benefit only twice in entire
tenure with the organization.
viii. Company is not liable to pay beyond the prescribed medical benefits
mentioned in the offer letter to any employees nor is the employer
liable to bear the hospitalization expenses incurred on account of
maternity/labor.
ix. Leave for miscarriage: In case of miscarriage, a woman shall, on
production of such proof as may be prescribed, be entitled to leave
with wages at the rate of maternity benefit, for a period of six weeks
immediately following the day of her miscarriage.

Exception Management: All the exceptions will be at the discretion of the

management.

d. Holidays: All the employees of the company shall be entitled to the

following Public Holidays in common, during one calendar year.
The List of Holidays will be declared at the beginning of the succeeding year.
Occasion No. of
 Holidays
Republic Day 1
Holi 1
Rakshabandhan 1
Independence Day 1
Dusshera 1
Diwali 2

e. Process of Availing Leave: General Conditions Governing Grant of Leave.

The following general principles shall govern the grant of leave to the
employees.
I. It is to be noted that Leave is earned by duty or service and it cannot be
claimed as a matter of right. When exigencies of the Company so
requires, the Competent Authority may refuse or revoke leave of any
description.
II. Sanction of leave is not to be presumed and leave applied for should not
be availed of unless it has been sanctioned.
III. An employee is expected to avail of leave granted, fully, before
resuming duty. An employee on leave cannot return to duty before the
expiry of such leave except with the permission of Head of the
Department.
IV. An employee who remains absent after the end of his sanctioned leave
shall not be entitled for pay for such overstay, unless allowed by the
Head of the Department. Willful absence from duty after the expiry of
sanctioned leave will be treated as a breach of discipline.
V. Application for privilege shall be ordinarily submitted 10 days before the
date on which leave is required. Head of the Department may waive
shortfall, if any, in the period.
VI. An employee shall, before proceeding on leave, intimate to Head of the
Department his address while on leave.

All leave lapses at the time of retirement, death discharge dismissal resignation or
termination for any reason whatsoever.

4. POLICY ON SEPARATION/TERMINATION

1) The Company reserves the right to terminate the employment without notice on
grounds of breach of policy, misconduct or where your performance has been
found to be unsatisfactory

2) Absence for a continuous period of seven days without prior approval of your
supervisors (including overstay of leave) can lead to the services being
 terminated without notice and the employee shall be deemed to have left the
organization, unless allowed to resume work by a written order of management.

3) Upon separation from the company on any account, you will cooperate with the
company as required for the transit of the work handled by you and that the
company is aware of all the matters being handled by you.

4) You will not erase or destroy any data or information of the company with you,
back up of the work done by you, during the employment

5) Upon separation of your services, you will promptly return to company all the
assets, property, and material of the company, possessed by you during
employment.

6) The company reserves the right to exclude you from the company premises or
carry out the duties at other premises, cease you from communicating with the
employees, clients of the company.

Any violation of the above mentioned or any other company procedures and policies
would draw action as per Company’s policies including termination. In the event of
termination by Company on account of integrity or disciplinary action the Company
will not be liable to pay any amount in lieu of notice period.

Resignation:
 The employee should give in writing discontinuation of services. During
Probation, the associate should give 15 days’ notice or the salary for the
same in lieu of. After Probation, the associate should give 1 month’s notice or
the salary for the same in lieu of.
 Resignation should be submitted to the concerned Director.
 The resignation will be accepted keeping in view the Notice Period or the
salary in lieu of. After acceptance the resignation should be forwarded to HR
 The employee leaving will make a handover report and submit it to the
concerned Director who will check it with the person taking handover, either
the new joinee or the administration department, it will include handover of
every information, document, equipment or work in progress, inclusive of but
not limited to. After this the report will be duly approved and signed by the
Director and forwarded to HR. Then the HR will issue the Relieving letter and
Experience Certificate.
 If an employee leaves without submitting ‘No Dues’ certificate or handing
over the charge, a letter will be issued to the employee mentioning
absconding from the services without submitting NOC and in failure to do so
he’ll be liable for suitable appropriate action, including legal, as deemed fit.
 An employee cannot resign while on leave. Exception to this can be based on
the situation.
 Relieving letter and Experience Certificate will be issued on the last working
day, after all the pre relieving formalities are in place.
 Retirement:
The associate shall retire on 58th birthday or the last working day before
birthday, if this birthday falls on a holiday.

Termination:
The Company reserves the right to terminate the services with immediate
effect, incase of breach of the Disciplinary Policy.
Exit Interview
On the last working day of the associate, an exit interview will be taken up by
the HR head and the Concerned Director. It would aim at gaining an insight on an
employees association with the company.
The inputs of the interview will be documented and filed in the Employee’s
Personal File. The Interview details will be kept confidential and will be processed
further, accordingly for employee benefit.

5. Salary and compensation

a. Salary
1) Salary will be disbursed through banks only.
2) The new joiners will be provided with a salary account.
3) The salary date is every 7 th of the month. In case of a Sunday, the salary will be
disbursed on the succeeding working day.

b. PF
1) All the associates who are covered under the PF Act
2) An associate will be eligible for PF from the very date of joining

c. Bonus
1) Bonus will be a variable component of salary
2) Bonus payouts will be made in the succeeding financial year
3) Bonus payout will depend upon Annual performance of the Company, its
Employees and an associate as an individual.
4) An associate who have completed 12 months of uninterrupted service will be
eligible for the bonus payout in the month of April of the succeeding year

d. Group Insurance Policy

1) An associate will be eligible for group insurance policy after 3 years of
uninterrupted service
2) An insurance card will be provided, as the membership will initiate
The insurance limit will be of Rs. 50,000 p.a